Free template · Excel
Free HVAC invoice template
A ready-to-use hvac invoice in Excel, with hvac line items filled in and automatic totals, tax and balance due. No email needed.
[Your company name]
[Address] · [Phone] · [License #]
invoice
| Description | Qty | Unit | Rate | Amount |
|---|---|---|---|---|
| Diagnostic / service call | 1 | visit | $89.00 | $89.00 |
| Dual run capacitor 45/5 µF, installed | 1 | ea | $285.00 | $285.00 |
| Contactor 30A 2-pole, installed | 1 | ea | $245.00 | $245.00 |
| Refrigerant R-410A | 2 | lb | $95.00 | $190.00 |
| Comfort Club member discount | 1 | ea | -$60.00 | -$60.00 |
Total: $749.00
Example line items and prices are placeholders. Replace them with your own.
What every hvac invoice needs
- Your business name, address, phone and license number
- Invoice number, date and due date
- Customer name, billing address and service address
- A line for every service, part and fee, with quantity and rate
- Tax, total, payments received and balance due
- Payment terms and how to pay
Pricing hvac work
- Price repairs flat-rate from a task list: (labor hours × your fully loaded hourly cost + parts at your markup) ÷ (1 − target margin). Build the hourly cost with a labor rate calculator, not a guess.
- Always present options: a repair, the repair plus prevention (surge protector, coil clean), and replacement. Let the homeowner choose.
- Price maintenance plans from the cost to deliver them (visit labor, drive time, materials, discounts given), then check the plan stands on its own without counting on upsells.
- For replacements, build a per-system price from equipment cost, install labor hours for the crew, materials, permit, and overhead, then apply margin, not markup. Know the difference.
Common hvac jobs to add as line items
Free download
Flat-Rate Price Book Builder
Work out your true hourly cost, set your billable rate, and price every task with good, better and best options.
Get it free- Overhead and labor cost calculator
- Billable hour and target margin model
- Task pricing sheet with materials markup
- Good / better / best option builder
- Member discount column
Frequently asked questions
Download the free Excel template, add your logo and business details, then replace the example hvac line items with your own services and prices. Quantities × rates and the totals calculate automatically.
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- No credit card
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